Legal Parties
Full legal entity name, doing-business-as names, federal tax ID (TIN/EIN), and business structure so contracts and tax forms reference the correct payer or provider party.
A single, accurate master record improves billing accuracy, reduces onboarding time, and minimizes disputes by centrally documenting legal identity, billing instructions, authorization and privacy requirements such as HIPAA. It also provides a reliable audit trail for regulatory review and payer reconciliation.
Central ownership reduces duplicated requests for the same data and shortens the time needed to process billing, credentialing, or contract changes.
A senior representative (e.g., CFO or Director of Operations) who has authority to accept fee schedules and terms. This person is typically the contractual signatory and must provide a valid government-issued name and title for the signature block.
An operational approver (e.g., Revenue Cycle Manager) who verifies billing coordinates, payer IDs, contact points, and technical integration details. This role verifies accuracy and authorizes setup but may not be the legal signer.
Full legal entity name, doing-business-as names, federal tax ID (TIN/EIN), and business structure so contracts and tax forms reference the correct payer or provider party.
Remit-to address, billing contact, electronic funds transfer (EFT) instructions, and preferred invoice delivery method to support accurate claim adjudication and payments.
High-level description of covered services, fee schedules or rate tables, effective dates, and any exclusion or limitation language that governs reimbursements.
HIPAA-related clauses, BAA status, and specific authorizations for PHI use and disclosure required by the relationship.
Names, titles, and signature authority limits for each signatory, plus any required witness or notarization instructions.
Version number, effective date, amendment clause, and retention instructions for audit and legal hold purposes.
| Field | Configuration |
|---|---|
| Identity Fields | Make required, apply validation for EIN/TIN |
| Attachments | Require W-9 and BAA where indicated |
| Approval Routing | Route to Legal then Revenue Cycle |
| Retention Tag | Apply HIPAA retention policy metadata |
Match platform authentication and retention capabilities to your compliance requirements before adopting e-submission workflows.
Provide requested data within 10 business days for timely setup.
Complete verification and document validation within 7 business days.
Document the effective date as MM/DD/YYYY to align billing and service start.
Execute a BAA before exchanging PHI to meet HIPAA obligations.
Provide W-9 upon payer request; missing TIN may trigger backup withholding.
Initial data packet request sent to client for completion and attachments.
Client returns completed master and required attachments for validation.
Legal and privacy teams review BAA and PHI access terms.
Authorized signatory signs and the master is recorded in the system.
| signNow | DocuSign | Adobe Sign | PandaDoc | HelloSign | |
|---|---|---|---|---|---|
| Starting Price | $8/user/mo | $15/user/mo | $14/user/mo | $19/user/mo | $15/user/mo |
| Free Trial | 7-day free trial, no credit card | Varies by plan | Varies by plan | Varies by plan | Varies by plan |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |
| Envelope Cap | No envelope cap | 100 envelopes/user/year | Varies by plan | Varies by plan | Varies by plan |
The team streamlined client onboarding and signatory tracking for multi-clinic operations.
A single master record reduced errors in contract execution and billing.